SOS Program Spclst ; JP- Govt. Filings

Job Description

The Office of the Secretary of State (Office) is a dynamic state agency that files and maintains government and business records; commissions notaries; authenticates public documents for international use; regulates commercial use of the state seal; forwards legal documentation to defendants in law suits; and conducts various transactions that affect the lives of the public in and outside of Texas. The Government Filings section within the Office is composed of five teams:
Notary & Authentications, Notary Complaints Unit, Service of Process, Registrations and the Texas Register. The Service of Process team is an integral team within the Division that is comprised of 5 FTEs that receive and forward citations, subpoenas, and various legal documentation to defendants in law suits. As the only state agency that can provide certain services for the public, it is crucial that our division is accurate, diligent, and efficient with our work product, while providing staff with a positive work-life balance.

You will perform moderately complex administrative work with the Service of Process team within the Office of the Secretary of State. You’re perfect for this role if you are detail oriented and have interest in the legal notification process. You will accept, review, process, and forward legal documents received by process server or mail, in accordance with agency rules and within designated turnaround times.

You will enter critical information into a computer database and advance our current processes by scanning paper documentation into a digital format. You will verify that fees are received and processed, and communicate with the public via telephone or email regarding errors in their submission or the status of their requests. Work under moderate supervision with latitude for the use of initiative within limits of established policies and procedures.

Work hours are 8:00 am to 5:00 pm, Monday through Friday, and on rare occasions overtime may be required. Option for telework available depending on the team’s workload.

• Accept, review, and forward legal documentation in accordance with Texas statutes within agency rules and turnaround times.
• Correctly enter selected information from documents into a computer database.
• Produce and assemble large volumes of documents to mail and scan.
• Prepare written notification of objections to a submission if it is deemed incomplete.
• Respond to customer phone calls/emails on a daily basis regarding requirements for specified documents and methods and procedures for curing errors in requests.
• Produce certificates and acknowledgment letters.
• Operate and use computer and applicable financial applications to process checks and credit card information submitted in connection with documentation submitted for service of process.
• Scan documentation into an internal archiving program.
• Other work as assigned by Supervisor.

• Consciously foster a workplace environment that is consistent with the division’s core values:
  Help Everyone;
  Work Hard, Rest Hard;
  Fail Well;
  Open Communication;
  Seek Growth
• Work positively with team members and leadership to foster a cohesive team environment.

A DETAILED AND COMPLETE APPLICATION IS REQUIRED TO DEMONSTRATE HOW YOU MEET THE REQUIRED QUALIFICATIONS BELOW.

• High school diploma or equivalent certificate
• Minimum of 1 year of administrative experience
• Minimum of 1 year of customer service experience
• Ability to type 40 CWPM

• Ability to proficiently speak and read/write in Spanish
• Maintain at least 12hrs of college credits

• Experience in customer service, clerical, or administrative support work.
• Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.
• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.
• Ability to meet established deadlines.
• Ability to work with the public.
• Ability to multi-task in a fast paced, high volume, deadline-oriented environment.
• Ability to work in a production-like…